ASSDA: A Trusted Digital Repository or a trusted digital repository? Sophie Holloway The Australian Social Science Data Archive Taking the Shock Out of the Future 31 August - 1 September

Overview Introduction to ASSDA ASSDA in OAIS terms ASSDA’s position of trust in its community ASSDA against the TDR Checklist Issues of compliance to the TDR Some positives and negatives of the TDR system

Introduction to ASSDA ASSDA was set up in 1981, housed in the RSSS, ANU It was established by a group of Australian researchers worried about the lack of preservation of Australian Social Science data ASSDA was modeled on the ICPSR data archive at the University of Michigan and the UK Data Archive at the University of Essex in both structure and standards In 2006 opened new nodes at UQ and UNSW

Preservation: What we collect We collect any machine-readable data from the quantitative social sciences from the Australian academic, government and private sectors. Our most important academic collections include The Australian Election Study The Australian Study of Social Attitudes Opinion Polls from 1943 to present Our most important government collections include The Historical Census Archive for the ABS The National Drug Strategy Survey for the Dept of Health We act as custodians of data from other nations in the Asia Pacific upon request.

Access: Who uses ASSDA Since the release of ASSDA’s NESSTAR Data Discovery and Distribution System in September 2005, we are averaging around 200 new users each month Those using the online analysis features are largely students – simple analyses - from smaller universities and overseas Those using the data download function are mostly postgraduate students or researchers - more complex analyses – mostly from wealthier universities. Some universities run undergraduate research methods classes using ASSDA – up to 300 students

An information package would include: a dataset (eg answers to a survey) Metadata Related materials – any documents used to create the metadata, other useful documents such as questionnaires, codebooks, User’s Guides, Technical Reports Administrative Data – communications with copyright holders, records of changes made to the package What is ASSDA’s Information Package

Preservation Implications Files deposited in proprietary formats Software and hardware dependent Metadata not created to a standard Access Implications Format deposited in may be unsuitable for use in wider community. Difficult to compare data sources when not standarised SIP – Submission Information Package

Archival version of data converted to text The internal structure of the file is standardised to help future migration Standardised metadata created to international standard All communications with package owner and decisions made stored electronically with package Problem: Archival format not user friendly AIP – Archival Information Package

The package is converted to be NESSTAR compatible. NESSTAR: stores one copy of the package in NSDStat format converts data to one of nine popular formats at the time of download allows all relevant documents to be attached to package, and relevant weblinks in the metadata The NESSTAR online catalog also supports browsing, searching, viewing data, simple analyses DIP – Dissemination Information Package

ASSDA’s DIP

ProducerProducer Data Management Ingest SIP Archival Storage Access AIP DIP ConsumerConsumer Queries Orders Changes/ Updates The ASSDA Model

Designated Community Members of ACSPRI (Australian Consortium for Social and Political Research Incorporated) Australian Tertiary Institutions Australian government departments with a strong focus on social research Other groups with an interest include Other social researchers Members of IFDO (International Federation of Data Organisations)

Trust in ASSDA ASSDA is highly regarded and trusted by its designated community ARC Grant contracts stipulate that any recipients of ARC funds which produce social science data must deposit with ASSDA Many groups deposit as a standard and final step of any appropriate data gathering project We don’t pay for any data We are invited to sit on government projects We work with other countries to establish archives But do we measure up?

ASSDA as a TDR A.The Organisation B.Repository Functions, Processes & Procedures C. Designated Community and Usability of Information D. Technologies and Technical Infrastructure Lets look at ASSDA’s strengths first…

B. Repository Functions, Processes & Procedures ASSDA clearly defines its SIP to its designated community ASSDA defines its AIP, and records all processes occurring between the SIP and the AIP ASSDA creates metadata, stores it with the AIP, and manages all access in accordance with deposit agreements

C. Designated Community and Usability of Information ASSDA exists within its designated community Staff are trained within the social sciences, and continue to be involved in research projects Uses the metadata standard DDI – developed specifically for social scientists Developments, directions and standards are set by community leaders and tested within the community

D. Technologies and Technical Infrastructure ASSDA uses well supported appropriate software and hardware, with daily back-ups and synchronised storage at different locations. Tests changes, has a disaster recovery plan

A. The Organisation This is the part of the audit checklist we would most struggle with and it all comes down to financial sustainability Our Strengths: A clear mission statement Highly skilled staff Strong rights managements policy and procedures

A. The Organisation Our weaknesses: Not enough staff No time to be able to regularly review and update policies and procedures – wait and watch while others adopt new methods, and learn from their mistakes Financial sustainability not great – can’t charge users enough to cover costs – social sciences excluded from many funding opportunities in favour of pure sciences and ICT – social science money tends to go on original collections rather than preservation.

PreservationAccessR&D    ASSDA’s Funding Sources

ARC only funds Research and Development, they don’t provide ongoing support. A 2 year cycle. The rest of the designated community is only willing to contribute to Access – easy to sell But who pays for preservation?!? Existing within an academic department means that any financial changes within the University directly effects the archive (academic vs general staff ratios) Until there is ongoing support for centralised recurrent funding for the ongoing preservation ASSDA will not be able to meet Section A. ASSDA’s Funding

Implications of the TDR – The Negatives We may not go well on the checklist because of restrictions in the Australian social science community. If we don’t go well, will people still trust us? How will that effect our international standing?

Implications of the TDR – The Positives The TDR Checklist gives repositories a clear idea of what they should aspire to Attaining these goals could be used as the basis for funding applications

Conclusion ASSDA has been in business for over 25 years We occupy a position of trust within our designated community We are trusted as a permanent fixture, with strong standards and policies, and we work hard to provide valuable infrastructure to its designated community While our designated community remains the way it is, we may never get perfect marks as a Trusted Digital Repository, I think we will always work hard to remain a trusted digital repository